PURPOSE OF POSITION
To ensure good financial management system for grants in the office is in place, full compliance with donor and statutory requirements, and good performance of grant from financial management part. To strengthen grant finance team in National office and projects in WVI Laos by providing overall supervision and guidance (including technical support) for both grants and private funds and also provide support to grant project team to deliver good grant performance by ensuring full grant compliances.
Grant Financial Management & Compliance to Donor/WVI/Government requirement
Provide support to all grant projects and partners/sub grant to ensure all grant requirements are in compliance
Grant financial tracking, monitoring systems are established and maintained
Ensure, MOU budget is prepared in line with the grant budget and approved. Report against MOU budget to Government as per the norm.
Ensure strict compliance with all grant requirements and WVI policies and Government requirement.
Monitor grants income vs. expenditure to ensure the adequacy of fund for program implementation.
Provide required support to grants project managers & staff and ensure all staff understand grant requirement before and during project implementation.
Continuously seek accuracy, efficiency and effectiveness in all areas of grant accounting.
Liaise and meet with the consortium partners/sub-grantees for the new proposal/new agreement made to ensure the initial process is in compliance with the grant/donor requirements.
Regularly communicate with the consortium partners/sub grantees on grant financial management and work with them as necessary to meet the grant reporting requirements and conduct visits as needed.
Review and submit grants program financial reports according to the schedule as determined by grants proposal/agreement.
Ensure LDR & time sheet compliance.
Ensure BPS/EPLS screening compliance
Support grant finance team & Grant project/program team
Ensure all financial transaction are with completeness, accurate and full compliance with grant/donor/Government requirement and WVI policies and accounting standards.
Regular evaluate the internal control systems that support grant accounting needs, including necessary and appropriate adjustments to SunSystem coding and database integration, etc.
Provide recommendation or advice on the financial report for grant funding to ensure consistency in coding and follow up any adjustment if needed.
Reviews all grant consolidated financial reports using the financial checklist and ensure timely submission.
Monitor project expenses against the budget for grant projects and follow up in reviewing quarterly financial report with appropriate explanation in order to post into financial database.
Review Support cost allocation on a quarterly basis, mid-year review; grant closure and year end closing. Monitor support cost allocations against budget to determine the need for cost re-allocation if required.
Support and advice to program finance team and project managers/officers to promote financial accountability to minimize financial risk within the program.
Assist grant finance team to create effective filling system to maintain records of financial documents to ensure all the documents are safe and can be found for future purposes.
Ensure all assets purchased from grant funding are managed and maintained properly in accordance with donor/Government requirement.
Grant Program Budget management
Prepare budgets for new grants proposals working closely with resource development team.
Ensure in establishing and mainstreaming Support cost to existing and future grants.
Review all grant program/project budget to ensure budgets are align with grant requirements.
Monitor actual grants program expenditure Vs budget to ensure that all payments align with approved budget
Coordinate for all budget revision and ensure that all revisions are done in accordance with donor & WVI requirement.
Share all budget requirements to project staff to ensure they understand and apply.
Liaise with SO/donor regarding grant financial aspects.
Provide advice on internal budget for grant funding to ensure consistency in coding and follow approved donor budget also in line with WVI budget coding standards
Internal & External Audit
Coordinate for annual internal and external financial audits according to grants requirements and develop follow up action plan.
Assist in auditing process and help program/ project on documents requirement, clarification on issue and attend exist meeting.
Assist program/project team on external audit selection process and recommend to NFD for review and approval.
Share audit result, action plan and lesson learnt to all grant project/program staff to take action on the issue and strengthen internal control to minimize financial risk.
Build capacity of grant finance/project staff to ensure the grant finance operations is effectively served.
Provide training on grant guidelines to project/program and finance staff in order to establish grants accounting standards.
Provide training to partners/sub grantees on grant financial management.
Coordinate with SunSystem Coordinator on grant accounting codes & tools to provide training to grant finance staff.
Share updated finance policies and donor guidelines to grant finance team to ensure they understand well and be able to share to project staff.
Perform coaching to grant finance team in term of financial management and services.
Managing Grant Finance Staff
Effectively manage the grant finance team to deliver overall expected results
Manage staff strength vs requirement as per the donor approved budget and ensure high quality finance deliverables as per the requirement
Effectively manage stop gap arrangement of grant finance staff for any requirement.
Be responsible for the overall grant finance staff supervision and good performance and performance management of grant finance staff.
Perform other tasks duly assign by NFD.
To assume personal responsibility for career development
To adhere to World Vision Core Values
KNOWLEDGE, SKILLS AND ABILITIES
The following may be acquired through a combination of formal or self-education, prior experience, or on-the-job training:
Bachelor university degree in accounting/ finance or related subject. Master’s degree in finance preferred.
Grant certification course (Gateway to grant)
Minimum three years’ of work experience in the field of grant financial management in INGO.
Working experience on EU grant, ANCP Australia, USAID, MOFA Japan, KOICA.
Good understanding of Lao Government policies, laws, and institutions and ability to work together with various stakeholders
Knowledge of Generally Accepted Accounting Principles and practical knowledge of financial systems, internal controls and procedures
Working knowledge of MS Word and Excel (spread sheet)
Good knowledge of computerize accounting (SunSystems and Vision XL and Vision Executive)
Strong analytical and problem solving skills
Ability to communicate in English fluently
Strong interpersonal, communications, coordination and organizing skills
The position requires ability and willingness to travel domestically and internationally up to 15% of the time.
Based in the National Office in Vientiane. Periodic in-country and international travel is required, not to exceed 25% of the time.